Get Ready to Communicate Change:
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Start by thinking like an end-user and answering these questions: Why is this change happening? What’s in it for me?
- Then consider the expectations. How should end users use this platform? What will this platform do for your employees, management, and your company?
- From those answers, create a key message and share it 3-4 times with more detail in every message.
- Make sure the communication you send out can be replied to. Two-way communication is important for any change. Let employees share their questions, concerns, and feedback.
- Who will deliver these messages? Leadership? User champions? Make sure they are prepared with the content and the plan for delivery.
- Have a one-stop-shop for all communication and documentation regarding the workplace reservation system and include an easy link to it in all announcements going forward.
- Finally, determine the most effective way to reach your users with this information and training whether that’s emails, lunch & learn, training videos, etc. Be creative!
Data and Setup Checklist:
The following checklist should help you get started in your discussions on how to configure your instance of Reserve. Check out this article in the Tango Help Center to learn more about the Reserve policies and best practices. (Download a Word Document version of this checklist at the end of this article)
| Reserve Functionality | Description | Additional Information | ||
| User Interface | What interfaces do you plan to deploy to your users? (Ex: Web, Mobile App, Room Kiosks, Lobby Kiosk etc. | |||
| User Roles | What user roles in Reserve will you use? (Administrator, Manager, Community Manager, Registered User) | |||
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Decide “who” in your organization fits in to each role.
Who will be the Reserve Administrator(s)?
Who will have the “Manager” role?
Who will be have the “Community Manager” role?
What are they expected to do? |
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| Choose the default rights that each role will receive when that role is assigned to a user. | ||||
| Location | What locations are in scope? | |||
| Who will be the main contact for questions in each of the locations? | ||||
| Collect Location photos (up to 6 images) | ||||
| Collect the floor plans for each location (.png or .jpg files) | ||||
| Assets |
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Have a standardized naming convention to use in Reserve.
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For customers with the M365 integration, use the same naming convention used in M365 when naming the collaboration rooms in Reserve | |
| Review the list of Asset Types in Reserve and map your room types accordingly. | ||||
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Take an inventory of all the assets that you intend to use in Reserve. (Example: Meeting Rooms, Workspaces, Services, Equipment) Include amenities, capacity etc.
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Review the amenities currently available in Reserve to know which amenities you can use. | ||
| Decide what policies you will use. (Example: Will users be required to check in to the reservation? Will reservations be auto bumped if a user does not check in?) | ||||
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Decide if you will apply restrictions/permissions to your assets. (Example: Is your space going to be “open” where any user can book an asset? Or do you plan to restrict access to spaces based on a certain criteria like “department” or “level”?
Will any asset require approval? Who will manage the approval process? |
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| Will you have neighborhoods? What does this look like? | ||||
| Take pictures of each asset and save them in a shared folder for uploading later. | ||||
| Users |
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Decide what policies you will use. Example: Will a user be auto bumpable? How many simultaneous workspace reservations can your users have? |
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Are you going to manage permanent workspace assignments in Reserve?
Will your users be required to book their own workspace or will be done for them?
Are your users going to be required to check in to their permanent reservation? |
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| Review the fields available in user profile. Decide what fields you would want to populate when a new user is created. | ||||
| Decide what User Groups you may need. Example: User Groups based on space restrictions, User Groups for managing data by location, User Groups for managing requests. | ||||
| Authentication: How will users log in to the system (Example: Reserve Authentication or SSO/SAML) | ||||
| General Setup | Choose up to 6 images that will be used as your banner images for the Reserve Home Page | One of these images can be used for the mobile app. | ||
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Select what text to display on the home page. Two lines: Line 1 and Line 2 |
The text can also be removed completely. | ||
| Do you need to display a “Splash Page” when the user logs in? Decide the message to display. | ||||
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Do you want to display corporate links on the home page? (Bottom Left). If so, collect the URLs to display for setup later. Example of links to display: Workplace Program page, training Page. |
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| Analytics | Who needs access to Analytics? |
Download a copy of the checklist here:
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